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MS Outlook 2010 Organize and Manage Information Outlook Email, Files, Folders, Contacts, Tasks and Calendars About Outlook 2010 MS Outlook 2010 is the latest version of Office programs it contains advanced features, and is specifically designed to be more intuitive and easy to use. Newer versions have added capabilities, and the ribbon which was introduced in MS Office 2007 and 2010. This version of Office tends to follow the current trends in the introduction of using more icons or pictures and less text. Microsoft continues to make updates and patches to this program to keep it functional and compatible with the newer versions of Office Programs that are available. Microsoft has just introduced Office 2013 and Windows 8. MS Outlook is great for organizing, storing, managing tasks, contacts, setting notifications on emails and creating task lists. With the ability to set for a date and time to do follow ups. This helps us become more efficient and manage our time. This tutorial is not intended to explain all of the shortcuts, or all the different ways of doing a task, which as you have experienced; there are several ways of accomplishing the same tasks in the Microsoft Programs. This tutorial is intended to give you a basic idea of the capabilities and how you can use this tool to improve your efficiencies and communications activities. The nice things about this program is it has several advanced features and many of the capabilities a CRM program often contains, and is compatible and upgradable with other programs and applications. About Outlook 2003 Organizing your Inbox, Sent Items, and Email Create folders in the Personal folder list. 1. Click on the Folder tab at the top of the screen on the Ribbon at the top of your screen. 2. Click to select the folder location then Name the folder, save the folder by press the enter button on your keyboard. 3. Now you can move your emails into the folder to save and reference the sorted emails. 4. You can also make folders inside of folders and create an electronic filing cabinet. 5. Example: Create a folder for a customer or vendor using their Company name like Acme, inside that folder you could make folders with names like Feb2012received and Feb2012sent or any naming convention that suits your needs and preferences. Email Follow ups and Notifications Adding a contact from an email 1. Hover over the name or email address 2. A dialog box appears click on the drop down arrow next to the ledger icon 3. Populate the data fields, shown on next slide. 4. Select Save and Close. Organizing Contacts 1. Click on Contacts in the Navigation Pane 2. To create a new contacts folder, click on the Folder Tab. 3. Name the folder, save the folder by pressing the enter button on your keyboard or clicking OK. 4. Now you have a new contacts list or and can add more contacts to it and make distribution lists in if you choose. 5. For example: Create a contact folder for Vendor’s and populate it with your vendor contacts. Create another folder for Customers and populate it with your customer contacts. Distribution Lists 1. Click on Contacts in the Navigation Pane 2. To create a new distribution list, click on the contact group tab, then, Add Members, then the click your choice of contact lists or Address Books or New Contact . 3. Name the list. 4. Select Members. Highlight the members you want in this list. 5. Click on members then OK. 6. Now you have a list that you can edit and update see next slide. Choose members for new contact list. Sample Distribution List Sharing Contacts 1. Click on Contacts in the Navigation Pane, 2. Then click on Share my contacts in the navigation pane, choose the people you want to share this calendar with. 3. Click the one of the 2 buttons to either request permission to view the people you chose to share contacts with. Organizing Calendars • Appointments • Meetings • Scheduling Assistant • Creating calendars • Recurring Meetings or Appointments Sharing Calendars 1. Click on Calendars in the Navigation Pane, 2. Then click on Share my calendars in the navigation pane, and do one of the following; • To allow everyone in the network to share your calendars. – In the name box , click default. – Under Permissions, click on permissions level you want. • To allow only specified people to share your calendars click Add. – Now you can either type the name or choose from the drop down list. – Under Permissions, click on permissions level you want. Creating Personal Calendars • Create a personal calendar to store private meetings appointments and reminders. 1. Click on calendar in the Navigation Pane 2. To create a new calendar, click on File/New/Folder 3. Click to select folder, name the calendar, save the folder by pressing the enter button on your keyboard. 4. Now you have a new calendar where you can store private appointments and meetings. Organizing Meetings and Appointments 1. Click on Calendars in the Navigation Pane 2. To create a new meeting, click on File/New/Meeting Request. 3. The meeting form pops up. Populate the form with the details of the meeting. 4. Select Attendees. Click on TO. 5. Choose the members then OK. 6. Enter the details of the meeting into the meeting form, then click send, on the tool bar at the top of the screen you will find the Recurrence button, click that and set the times frequency and details about the recurring meeting. Managing Tasks 1. Click on Tasks in the Navigation Pane 2. To create a new task, click on File/New/Task. 3. Enter the details of the task into the form that pops up. 4. Then click Save and Close. 5. Now you have a list that you can edit and update see next slide. Organizing Tasks • Now you can share a task list with anyone on the network. • You can edit the details of the task by double clicking the task. • The form with the details pops up and you can edit it in many ways. • Tasks can also be set as recurring. Q & A 15 minutes Thank you for your time.
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